Help centre / People and records
Post announcements and ask people to read policies
Tell people news, and know who has read and accepted each policy.
What you'll need: What you want to say, or the policy's text, Who should read it.
An announcement is news.
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A policy is something people must read and accept, so you can show who has.
Post an announcement
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Step 1: Go to Announcements and press Post an announcement.
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Step 2: Add a Title and What do you want to say? Use the bar above the box for headings, bold and lists.
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Step 3: Choose Who is it for?.
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Tick People must confirm they have read it if they must. Under Files, add
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Step 4: Choose When should it go out?: Now, or Later with a date and time.
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Add Show it until to
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Step 5: Post it.
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Tick Email it to them too to email it as well.
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up to five PDFs, pictures or office documents, such as a rota or a handbook; everyone it is for can open them. take it off Home after that day, and tick Pin it to the top of Home to keep it first.
Anyone who hasn't confirmed a must-read is reminded a week after it's posted, then once a week, up to four times, until they confirm it or you archive it. After the fourth reminder, you're told who still hasn't.
Ask people to read a policy
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Step 1: In Settings, open policies and press Add a policy, or start from a template.
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Step 2: Write its Text.
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Use the bar above the box for headings, bold, lists and tables.
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Step 3: Press Save and publish.
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Step 4: Press Ask people to read it, choose Who should read it? and a Read it by day.
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Step 5: Press See who has read it to see who has accepted it.
Read and accept (everyone)
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Step 1: A policy to read shows on Home under Needs you.
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Step 2: Read it to the end, tick I have read … and accept it, and press Accept.
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The box opens once you reach the end.
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Step 3: To find it again, open Policies.
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Policies you’ve read lists each one, its version and the day you accepted it.
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An announcement shows on Home under For you. Press Read more to read all of it and open its files. For one you must confirm, read it to the end, tick I have read this announcement and press Confirm.
Stuck?
It says publish the policy first
People can only be asked to read a published version. Press Save and publish, then ask them.
I can't change what a policy says
A published version stays as it was, so everyone knows what they accepted. Write a new version.
It says choose a day from today on
The Read it by day must be today or later.
I need proof of who has read it
On an announcement, press See everyone; on a policy, See who has read it. Press Download CSV or Download PDF for a record of who read or accepted what, and when.
I posted it for later, but nobody has it yet
Nobody sees it or is told until its time. Within 15 minutes of that time, everyone it's for is told.
Someone says they never saw it
Open See who has read it, then press Ask more people to ask them again.
A file won't open
A new file is checked for viruses first, which usually finishes within the hour. Try again later. To change a file, press Edit, tick Remove next to it and add the new one.
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